Restricting custom fields and sections

Beyond restricting a whole contact, SwiftFox lets you restrict an individual custom field or a whole custom field section. This is useful when a record should remain broadly visible but specific information on it should only be seen by certain users or groups.

Custom field permissions are set in Settings, not on the contact. Because a field or section is shared by every record of that type, a restriction you set here applies on every contact that shows it.

Restrict a custom field section

1. Go to Settings → Data & records → Custom fields.
2. Choose the tab for the record type — for example People or Organisations.
3. Click the cog icon next to the section heading. The section settings panel opens, with the section title, Expand this section by default, and the permission controls.
4. Optionally start from a preset — Everyone or Only me.
5. Under Add access for, choose User or User group (or click Add me), find the entry, set the Access level — Full Access, View and Edit or View only — then click Add. Repeat for any other users or groups.
6. Confirm at least one entry is listed, then remove Anyone if you want the section to be private.
7. Click Save.

Restrict an individual custom field

1. Go to Settings → Data & records → Custom fields and choose the record type tab.
2. Click the cog icon next to the field. The field settings drawer opens.
3. In the Permissions section, optionally choose a preset (Everyone or Only me), then add users or user groups with an Access level, as above.
4. Confirm at least one entry is listed, then remove Anyone if you want the field to be private.
5. Click Save.

Field versus section

• Restrict an individual custom field when only one piece of information is sensitive.
• Restrict a whole custom field section when a group of related fields should all be hidden together. Restricting at the section level is faster than restricting each field one by one.

How this differs from restricting the whole contact

• Restricting the contact controls who can open the record at all. See Restricting Contacts (Document ID: 238).
• Restricting a field or section keeps the record visible but hides specific information from anyone not on the list.

Use both together where needed: a record can be visible to a team, while a particularly sensitive section within it is limited to a smaller group.

Related group toggle

The ability to create and configure custom fields is governed by the Manage Custom Fields group feature toggle. The permissions described here control who can see the field's data; the toggle controls who can create and configure custom fields in the first place. See User Groups and role feature toggles (Document ID: 248) and Creating & managing custom fields in Settings (Document ID: 333).